Administrative Services Officer

Description

The Administrative Services Officer is a senior management position responsible for providing centralized administrative leadership, oversight, and coordination of executive administrative support functions throughout the City. Reporting to the City Manager, the position establishes uniform administrative standards, improves operational efficiency, and ensures consistent implementation of administrative policies and procedures across all City departments. The Administrative Services Officer provides administrative supervision and professional development for Executive Assistants and other designated administrative support personnel assigned throughout the City's departments. The position is responsible for promoting consistency, accountability, and excellence in administrative operations while ensuring compliance with City policies, financial controls, personnel procedures, records management requirements, and customer service standards.

Examples of Duties

• Provides Citywide administrative leadership for Executive Assistants and designated administrative support personnel.
• Develops and implements standardized administrative procedures, workflows, and best practices across all City departments.
• Promotes operational consistency and continuous improvement in administrative support services.
• Serves as the principal advisor to the City Manager regarding administrative support operations and organizational efficiencies.
• Supervises Executive Assistants assigned throughout the City's departments.
• Coordinates recruitment, onboarding, orientation, training, mentoring, and professional development of Executive Assistants.
• Establishes performance expectations and service standards for administrative support personnel.
• Ensures compliance with City personnel policies, administrative directives, and applicable laws.
• Oversees administrative processes to ensure the timely preparation, routing, and processing of departmental accounts payable documents.
• Maintains accurate and timely processing of invoices, purchase requests, purchasing documentation, and other financial transactions.
• Coordinates with the Finance Department to improve administrative financial processes and internal controls.
• Affords assistance to departments in resolving administrative issues affecting payment processing.
• Ensures Executive Assistants properly prepare, review, and submit employee timesheets and payroll documentation in accordance with City payroll deadlines.
• Maintains compliance with leave reporting, overtime authorization, and personnel documentation requirements.
• Coordinates with Human Resources and Payroll staff regarding administrative personnel processes.
• Affords administrative support to Department Directors as assigned.
• Establishes standardized procedures for managing Department Director calendars.
• Affords accurate and timely reflection of meetings, deadlines, Commission presentations, public events, conferences, and other official engagements.
• Maintains proper routing, tracking, retention, and filing of official records consistent with Florida Public Records Law and City policies.
• Coordinates administrative records management initiatives throughout the organization.
• Reviews departmental administrative processes to identify opportunities for increased efficiency and improved customer service.
• Develops standardized forms, templates, operating procedures, and administrative manuals.
• Coordinates Citywide administrative training initiatives.
• Implements technology solutions to improve administrative operations.
• Serves as liaison between Executive Assistants, Department Directors, Finance, Human Resources, Procurement, Information Technology, and the City Manager's Office.
• Facilitates communication regarding administrative procedures and organizational initiatives.
• Affords assistance with special projects assigned by the City Manager.

Minimum Qualifications

• Bachelor's degree in: Business Administration, Public Administration, Management, Organizational Leadership, Human Resources, or a closely related field.
• A Master's degree is desirable.
• Additional Requirement: Must possess a valid Florida driver’s license with a satisfactory driving record held throughout employment.

Experience

• Five (5) years of progressively responsible administrative management experience.
• Three (3) years of supervisory experience.
• Experience coordinating executive administrative support functions in a municipal or governmental organization is highly desirable.

Knowledge, Skills, And Abilities

• Thorough knowledge of municipal administrative operations.
• Knowledge of governmental accounting and accounts payable processes.
• Knowledge of payroll administration and personnel documentation procedures.
• Knowledge of procurement procedures and administrative financial controls.
• Knowledge of Florida Public Records Law and the Sunshine Law.
• Ability to supervise and mentor administrative professionals.
• Ability to establish organizational standards and administrative procedures.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to build collaborative relationships across departments.
• Ability to exercise sound judgment and maintain confidentiality.

Working Relationships

• City Manager
• Deputy and Assistant City Managers
• Department Directors
• Executive Assistants
• Finance Department
• Human Resources Department
• Procurement Division
• Information Technology Department
• City Clerk's Office

Supplemental Information

Applicants who demonstrate they meet the minimum requirements may be subject to an extensive selection process and screening program, which may include, but not be limited to, evaluation of education, training and experience; oral interview(s); background investigation; reference checks; medical evaluation; controlled substance screening. Preference will be given to certain veterans, spouses of veterans, or unmarried widows/widowers of veteran. Proof of veterans' eligibility must be provided at time of application. All applications must be submitted through the City of North Miami Beach's applicant portal hosted by governmentjobs.com. Applications submitted elsewhere are not eligible for consideration. EOE M/F/D/V. Applicants with disabilities who desire special accommodation MUST notify the Human Resources Department at the time of application.